Grants and Contracts Manager

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Job description

Position: Grants and Contracts Manager

Reports to: Finance Director

FLSA Status: Exempt. Full-time.

Effective Date: December 1, 2021

Salary Range: $45,000 - $60,000

POSITION SUMMARY:

The mission of the Brevard Homeless Coalition is to provide a framework of services to prevent and eliminate homelessness in Brevard County.

The Contracts Manager performs various contract and grant administration activities in support of the Brevard Homeless Coalition's existing and potential client base. Perform contract management including development and management of contracts for clients and subcontractors, participation in the development and management of federal, state and local grants, and development and management of federal, state, and local contractual/grant requirements. Participate as a member of BHC program team, prepare reports as required; compile and analyze data; and maintain historical contract and grants information; maintain standards of compliance with fiscal policies and procedures, grant and government reporting requirements, spending budgets.

SKILLS AND ABILITIES:

Ability to work independently with minimum supervision and taking a process-oriented approach to work tasks; work cooperatively and collaboratively with all levels of employees, management, and clients; organize work, set priorities, meet critical deadlines, and follow-up on assignments with minimal supervision; be proactive in ensuring resolution on lingering actions: work calmly and effectively in a high-volume office environment under pressure of heavy deadlines; use initiative and independent judgment within established guidelines and policies; use tact, discretion, initiative, and independent judgment in establishing and maintaining cooperative, effective, and productive professional working relationships; effectively organize and maintain records; demonstrated ability to compose business letters, reports, and finalize agenda items using correct grammar, punctuation, spelling, and format.

ESSENTIAL DUTIES/RESPONSIBILITIES:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Ensure that grant reporting and reimbursements are managed in compliance with contracts.
• Assist in provider agency monitoring as required by grants and contracts.
• Ensure that performance indicators are maintained in all relevant areas, and that corrective actions are initiated, as needed.
• Maintain and verify payment records, review invoices and record receipts for Grant reporting.
• Provide administrative and technical guidance and support to providers seeking funding.
• Process and submit all invoices to the proper local, state or federal entities.
• Prepare and submit monthly reports to the Department of Children and Families.
• Support grant review and ranking committee in the grant review and decision process, manage intake of grant applications. Ensure due diligence in grant making including initial vetting of applications, which may include financial statements and organizational budgets.
• Update and maintain all related internal databases and reports for contracts and grants.
• Review contract/grant documentation to ensure adherence to company policy, customer specifications and requirements, and federal, state, and local requirements.
• Supports the contract/grant start up and closeout process including verification on final deliverables and contractual commitments and perform necessary closeout procedures.
• Maintain and verify payment records and review invoices.
• Prepare and submit reports on the funded project status.
• Comply with payments and reimbursements as applicable to contracts/grants.
• Support the Finance Director with the preparation of monthly and annual financial reports.
• Maintain speed and accuracy of billing and client payments.
• Assist the Executive Director in creating and processing grant agreements and sub-recipient contracts and oversee grant files to assure the integrity and completeness of each record, from initial request to grant closeout.
• Monitor sub-contracts for compliance, as required.
• Thorough knowledge of the requirements of each contract/grant including, but not limited to, identifying eligible uses of funds, reporting requirements, grant time frames, budget constraints, and alternative granting options.
• Participate in all required trainings.
• Other duties as assigned in support of BHC's mission.

EDUCATION AND EXPERIENCE:

Preferred - Bachelor's degree and/or equivalent relevant business work experience. One to three years of experience in the management of federal, state and local contracts/grants or equivalent combination of education and experience.

QUALIFICATIONS/REQUIREMENTS:

• Familiarity with public and private grant programs and grants management. Experience with Federal (HUD) and State (TANF, ESG, Challenge) Grants is a plus.
• General working knowledge of code of federal regulations: 2 CFR Part 200
• Proficiency in Microsoft Office, Excel Adobe Acrobat.
• Must be adept at: creating, editing, formatting, and finalizing documents that have multiple sections; creating and modifying headers and footers; and assembling complex documents with multiple attachments.
• Highly detail-oriented with strong organizational and time management skills.
• Demonstrated ability to work collaboratively, independently, and as part of a team.
• Ability to use one's personal cell phone and vehicle for daily duties with reimbursement.
• This position requires satisfactory approval through the DCF Level II background check process by the State of Florida and will require renewal every five years.

PHYSICAL DEMANDS:

While performing the duties of this job, the employee is regularly required to communicate in person, by video conferencing or by telephone. The employee is frequently required to stand, walk and bend; to use his or her hands to finger, handle or feel objects, tools or controls; and to reach with his or her hands and arms. The employee must also be able to sit for extended periods of time. The employee must occasionally lift and/or move object weighing up to 40 pounds.

WORK ENVIRONMENT:

The position involves attention to detail and extensive organizational skills. The employee will work as part of a team, as well as interface with partner agency staff, partner agency leadership and funders. The employee will spend significant portions of time in an office setting. This is a full-time position requiring 40 hours per week. Additional hours are sometimes required, and needed work is expected to be completed when and as needed as directed by the Finance Director, especially work deemed urgent or necessary, without regard for hours worked in any specific week. Work generally occurs Monday through Friday between 8:30 a.m. and 5:00 p.m.

CONDITIONS OF EMPLOYMENT:

• Satisfactory reference and background investigation checks.
• Demonstrated computer literacy through successful completion of pre-employment testing may be required.

• Submitted sample of prior written communications, both email and otherwise may be required.
• Completion of all required paperwork prior to reporting to work.
• Participation in payroll electronic deposit.
• Compliance with all BHC Policies and Procedures.

This job description is not intended to provide, and should not be construed as providing, an exhaustive list of all responsibilities, skills, efforts or working conditions associated with a job. They are meant to be accurate reflections of the principal job elements essential for making fair and informed decisions about the job.

TO APPLY:

Interested applicants should submit a cover letter and resume to jobs at brevardhomelesscoalition.org with Grants and Contracts Manager in the subject line. Alternatively, applicants may mail this information to the Brevard Homeless Coalition; Re: Contracts Manager; P.O. Box 560223, Rockledge, FL 32956. Resumes will be accepted until position is filled.

Veterans, Persons of Color and Current or Formerly Homeless Persons are encouraged to apply.

Brevard Homeless Coalition [BHC] provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, BHC complies with applicable state and local laws governing nondiscrimination in employment. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

Job Type: Full-time

Pay: $45,000.00 - $60,000.00 per year

Benefits:

• Dental insurance
• Flexible schedule
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• Monday to Friday

COVID-19 considerations:
We follow the CDC and State of Florida recommendations.

Education:

• Bachelor's (Required)

Experience:

• Contract management: 1 year (Preferred)

License/Certification:

• Driver's License (Preferred)

Work Location: One location